Quick Quote (QQ)
For the print of two editions of “Your Somerset” in 2017
QQ – DN275896
Deadline for response:
Tuesday 20th June 2017 at 12pm.
Date: 24th May 2017
Contents
Ref.
PART A
1.
2.
3.
4.
5.
PART B
6.
7.
Appendix A
Appendix B
Appendix C
Appendix D
Appendix E
Description
Comment
Instructions to Bidders
Background
Scope
Timescales
Evaluation
Read, comply with
instructions and take note
of Information supplied
Specification
Company Information
Pricing Schedule
Payment Terms & Mechanism
Contract Terms & Conditions
Certificate of Confidentiality
Declaration
Read, reply to questions
and appendices and
return as part of your
submission.
Contract Ref: DN275896 Commercial in Confidence (PROTECT)
Page 1 of 13
PART A
1.
Instructions to bidders
1.1
Bidders should note that their response to this Quick Quote (QQ)
should be compiled in accordance with these instructions.
1.2
It is expected that Bidders will wish to assemble responses to
questions by manipulation of this electronic file. Responses must be
arranged so that each section of the document starts on a fresh page.
1.3
The response to this QQ and any clarifications must be submitted by
20th June 2017.
1.4
Bidders must not alter the numbering system or order of questions.
Attachments should be cross-referenced to the question number and
marked with the Bidder’s name.
1.5
Wherever possible, questions should be answered with bespoke text
rather than the inclusion of standard sales, promotional or marketing
literature.
1.6
SCC will only review bidders responses to questions within the
maximum word limit set for each question. A bidder’s word count
above this will be disregarded.
1.7
Questions are to be answered that relate specifically to the Bidder and
not for a group of companies that own the company providing a
quotation as a result of this QQ.
1.8
Bidders should ensure their responses address all matters contained or
implied and make answers clear, concise and complete.
1.9
Failure to return a fully completed QQ, with all requested supporting
information and in the format detailed, by the specified date and time
may result in disqualification.
1.10 Bidders are encouraged to detail alternative ways to improve the
delivery of the specified service that provides innovation and is
economically advantageous to SCC.
Contract Ref: DN275896 Commercial in Confidence (PROTECT)
Page 2 of 13
2.
Background
Your Somerset is a newspaper which is distributed to over 230,000
households across Somerset, four times a year and contains news,
events and developments of community projects that Somerset County
Council and partners are involved in. It was launched in 2002 as a
direct result of research with local residents who said we needed to do
more to keep them informed.
SCC is now looking for a company who can provide hard print copies of
the newspaper for the September and December editions. SCC already
have a company who are producing the design of the paper and the
successful supplier will need to work closely with them.
3.
Scope
SCC is looking for a company who can provide hard copy newspapers
in accordance with the stated aims and objectives within this QQ.
4.
Timescales
Detail
Issue QQ to bidders
Deadline for receipt of bids
Assessment of bids
Award Contract
End of Standstill period
Contract signing and
Commencement of work
Date
24/05/2017
20/06/2017
21-28/06/2017
30/06/2017
11/07/2017
12/07/2017
Please note that the above timetable is indicative, Somerset
County Council reserves the right to change the above timetable
and Prospective Suppliers will be notified accordingly where there
is a change in the timetable.
5.
Evaluation
All quotations relating to this Quick Quote will be evaluated on the
following basis:75% Price – Most economically advantageous Quotation as a
combination of:
 Total costs
 Individual costs of deliverables
Contract Ref: DN275896 Commercial in Confidence (PROTECT)
Page 3 of 13

Discounted rate for early payment
25% Quality of Proposal – Assessed against the following criteria:
 Understanding of the project’s objectives and the
approach to the work
 Previous experience
Score
Band
Out of 5
Description
0
Unacceptable. Does not meet the requirement and/or insufficient
demonstration of the ability, understanding, experience, skills,
resource & quality measures to provide the service, with little or no
supporting evidence
Serious Reservations. Satisfies the requirement with major
reservations of the relevant ability, understanding, experience,
skills, resource & quality measures to provide the services, with
little or no supporting evidence
Minor Reservations. Satisfies the requirement with some minor
reservations of the relevant ability, understanding, experience,
skills, resource & quality measures required to provide the
services, with little supporting evidence
Acceptable. Satisfies the requirement. Demonstration of the
relevant ability, understanding, experience, skills, resources &
quality measures required to provide the services, with some
supporting evidence.
Good. Satisfies the requirement with minor additional benefits
displayed. Above average demonstration of the relevant ability,
understanding, experience, skills, resource & quality measures
required to provide the services. Identifiable factors that will offer
potential added value, with evidence to support the response.
Excellent. Exceeds requirement. Exceptional demonstration of
the relevant ability, understanding, experience, skills, resources
and quality measures required to provide the services. Identifiable
factors that will offer potential added value, with good supporting
evidence.
1
2
3
4
5
Contract Ref: DN275896 Commercial in Confidence (PROTECT)
Page 4 of 13
PART B – to be returned
6.
Specification
Title:
Size:
Quantity:
Format:
Pagination:
No. of editions:
Heatset/coldset:
Frequency:
Full colour on (pages):
Origination:
Paper:
Bundles:
Delivery:
Your Somerset
Tabloid: 289 x 355mm,
230,000 copies
Tabloid
20 pages
5 editions with up to five change
pages (including front and back)
Coldset
Three times a year
Throughout
Pages received as PDFs via FTP
48.8 gsm newsprint
Standard bundles labelled with Royal
Mail labels, under wrap and crossstrapped on pallets. Pallets shrinkwrapped.
See below (four addresses in total)
The delivery is split between Royal Mail and Team to the following
addresses:
125,000 copies to
Royal Mail Swindon WBC
Block 2C Wheatstone Road
SWINDON
SN3 5HG
And Team stock to:
102,000 copies to:
Team South
c/o SG Logistics, Unit A
Chiltern Park, Boscombe Road
Dunstable
Bedfordshire
LU5 4LT
And
1,600 copies to:
Tudor Distribution
Unit 85 Condor Close
Woolsbridge Ind. Est.
Contract Ref: DN275896 Commercial in Confidence (PROTECT)
Page 5 of 13
Wimborne
Wimborne
BH21 6SU
and
1400 copies to:
Communications & Marketing
Somerset County Council
County Hall
Taunton
Somerset
TA1 4DY
Estimated working dates below:
Artwork sent to
Supplier
Print date
Delivery to Distribution
(Handover date)
First delivery date
Wednesday 6
September
TBC
Monday 11
September
Monday 18
September
Wednesday 29
November
TBC
Monday 4 December
Monday 11
December
Please note that the above timetable is indicative, Somerset County Council
reserves the right to change the above timetable and Prospective Suppliers
will be notified accordingly where there is a change in the timetable.
Somerset County Council will notify unsuccessful bidders. Somerset County
Council may decide to appoint none of the bidders if their requirements do not
match what is required.
7.1
Company Information
Please provide the following information relating to the bidder/company
bidding for this work. This section is for information purposes only and
will not be scored. Where information has been omitted SCC will
reserve the right to disqualify a bidder without further clarification.
No.
A1
Question
Bidder Information
Company Name
Address
Postcode
Response
Contract Ref: DN275896 Commercial in Confidence (PROTECT)
Page 6 of 13
No.
A2
A3
7.2
Question
Response
Telephone number
Company email address
Company Website
Company Registration
number
Person responsible for
quotation
Position
DD / Mobile telephone
number
Email address
Current Activities and Status
If required, complete on separate
Please provide details of
sheet; Max 250 words
your company’s current
activities and status in
relation to supplying related
Services.
Structure
If required, complete on separate
Provide details of your
sheet; Max single side A4
company Structure
Specific
Please answer the questions below which relate to the above
specification:
No.
B1
B10
B11
Question
Response
Approach and additional ideas 10%
Please detail your approach Max Words 250
to the print work and any
additional ideas you have.
Previous experience 15%
Max words 500
Please describe your
experience of undertaking
similar work in the past.
References
Please provide details of 2 companies SCC can approach to request
a reference, applicable to the services within this QQ.
Reference 1
Name:
Address:
Telephone:
Email address:
Contact Name:
Contract Ref: DN275896 Commercial in Confidence (PROTECT)
Page 7 of 13
No.
Question
Goods or Service Provided:
Contract Duration:
Contract Value:
Reference 2
Name:
Address:
Telephone:
Email address:
Contact Name:
Goods or Service Provided:
Contract Duration:
Contract Value:
Response
Contract Ref: DN275896 Commercial in Confidence (PROTECT)
Page 8 of 13
Appendix A - Pricing Schedule
Please detail the total cost to deliver the quality requirements in section 6
above (broken down over the various elements).
All quoted costs shall remain fixed for 90 days and are exclusive of VAT.
Description
September Edition
230,000 copies of Your Somerset
Delivery
Management Costs
Any Additional costs (please detail)
Applicable early payment discount
Total
December Edition
230,000 copies of Your Somerset
Delivery
Management Costs
Any Additional costs (please detail)
Applicable early payment discount
Total
Price
£
£
£
£
%
£
£
£
£
£
%
£
Contract Ref: DN275896 Commercial in Confidence (PROTECT)
Page 9 of 13
Appendix B – Payment Terms & Mechanism
A – Payment Terms
SCC’s Accounts payable section will normally make BACs payment within 30
days of the receipt of an invoice unless there is an advantage in an earlier
payment / Stage payments.
Please confirm agreement to SCC’s Payment Terms:
I/We fully accept the payment terms provided.
I/We propose alternative payment terms of xx days for the following benefit.
If there is an applicable discount for early invoice payment please state this
within your response to Appendix A.
B - Payment Mechanism
Contract payments will be made in accordance with the following payment
schedule:
Payment
Payment Criteria
% total cost
1
Invoice raised matches with approved
purchase order number, contract price and
100% of the goods/services have been
delivered and accepted.
Invoice raised matches with approved
purchase order number, contract price and
less than 100% of the goods/services have
been delivered and accepted.
100%
2
99% - 0%
depending on
accepted
quantity.
Signed*
Print Name &
Position
Company
Date
Please Note: If you are unable to agree to SCC Payment Terms your
Quotation will be disqualified.
Contract Ref: DN275896 Commercial in Confidence (PROTECT)
Page 10 of 13
Appendix C – Contract Terms and Conditions
SCC Contract Terms and Conditions will apply to any order placed or contract
entered into; no amendments will be allowed if not agreed in writing by the
council.
Please confirm agreement to the attached SCC Terms and Conditions of
Contract below:
I/We fully accept the terms and conditions of contract as supplied with this QQ
Signed*
Print Name
Position
Company
Date
*Electronic signature is acceptable
Please Note:. If you are unable to agree to SCC Terms and Conditions of
Contract your Quotation will be disqualified.
Contract Terms and Conditions for the Declaration of Direct or Indirect
Interest
I/We hereby certify that to the best of my/our knowledge and belief, no person
or persons who is a Councillor, Officer, Servant or Agent has any direct or
indirect interest in or connection with the Prospective Supplier
Signed*
Print Name
Position
Company
Date
*Electronic signature is acceptable
Contract Ref: DN275896 Commercial in Confidence (PROTECT)
Page 11 of 13
Appendix D – Certificate of Confidentiality
This must be
completed
I
of
(add in name of organisation)
hereby agree with SCC on behalf of the organisation that I/we shall not at any
time divulge or allow to be divulged to any person any confidential information,
relating to information passed to me/us regarding this Quotation.
We accept that this QQ is supplied to us on condition that it is used in
connection with the preparation of a Quotation and for no other purpose.
We acknowledge that the information contained in the QQ is confidential and
we will not without SCC prior written consent copy, reproduce, distribute or
pass to any other party, other than as strictly required by our organisation in
order to obtain appropriate professional advice or for the preparation of our
Quotation. Where information is disclosed in such circumstances then we
shall only be disclose it where an undertaking in the same terms as this
Certificate regarding confidentiality is first obtained in writing from the
receiving party.
Signed*
Print Name
Position
Date
Company
Telephone
Number
Address
Postcode
*Electronic signature is acceptable
Contract Ref: DN275896 Commercial in Confidence (PROTECT)
Page 12 of 13
Appendix E - Declaration
Provision of the Contract for the print of two editions of Your Somerset in
2017.
To
Somerset County Council
I/We
Carrying on business at
Having examined the QQ documents for the supply of the above
requirements, we offer to Supply/Carry Out the said Service in conformity,
without qualification, therewith for the sum/sums enclosed in this Quotation
I/We agree that the insertion by me/us of any conditions qualifying this
Quotation or any unauthorised alteration to any of the QQ documents shall not
affect the Contract and may cause the Quotation to be rejected.
I/We agree that this Quotation shall remain open to be accepted or not by
Somerset and shall not be withdrawn for a period of 6 months from this date.
Unless and until a formal Contract is prepared and executed, this Quotation,
together with SCC’s acceptance thereof in writing, shall constitute a binding
Contract between the two parties.
I/We certify that the details of this Quotation have not been communicated to
any other person or adjusted in accordance with any agreement or
arrangement with any other person.
I/We understand that you, SCC, are not bound to accept the lowest Quotation
or any Quotation you may receive.
I/We certify that this is a bona fide Quotation
Signed*
Print Name &
Position
Date
Company
Telephone
Number
Address &
Postcode
Contract Ref: DN275896 Commercial in Confidence (PROTECT)
Page 13 of 13